Executive Administrative Assistant

Chapters Health; United States; Remote; USD 55,000 - 86,000; Full time

Job summary

Chapters Health is seeking an Executive Administrative Assistant to provide comprehensive support to one or more Chief Officers. You will manage calendars, prepare travel arrangements, and handle confidential correspondence with professionalism.

You must have a high school diploma or GED (a college degree is preferred) and at least three years of executive support experience. Strong Microsoft Office skills and sound judgment are essential.

Qualifications

• High school diploma or GED required; college degree preferred or equivalent
• Minimum of three (3) years’ experience in administrative support and office management to a senior executive
• Superior written and verbal communication skills with professional interaction
• Advanced skill in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Highly organized with ability to manage multiple priorities and confidentiality
• Ability to work with minimal oversight and take initiative
• Accurate and timely with deadlines
• Calm and professional under pressure

Responsibilities

• Completes a wide variety of administrative tasks including calendar management, expense reports, correspondence, travel plans, and meeting agendas
• Anticipates needs and provides administrative support for the assigned executive(s)
• Serves as back-up for receptionist/reception area
• Manages records, manuals, databases, and files; maintains confidentiality
• Provides a bridge for smooth communication between executives and internal departments
• May process invoices, purchase orders, and expense reports; maintains department budget
• Provides coverage in administrative suite as directed
• Prepares for executive-level meetings and takes minutes
• Performs other duties as assigned

Skills

Administrative support

Communication

Organization

Independence

Attention to detail

Discretion

Initiative

Deadline management

Education

High school diploma or GED

Bachelor’s degree preferred

Tools

Microsoft Office

Job description

It’s inspiring to work with a company where people truly BELIEVE in what they’re doing!

When you become part of the Chapters Health Team, you’ll realize it’s more than a job. It’s a mission. We’re committed to providing outstanding patient care and a high level of customer service in our communities every day. Our employees make all the difference in our success!

Role:

The Executive Administrative Assistant is responsible for the administrative support and office management functions for one or more Chief Officers.

Qualifications:

• High school diploma or GED required; a college degree preferred or an equivalent combination of education and experience
• Minimum of three (3) years’ experience in an administrative support and office management capacity to a senior executive
• Superior written and verbal communication skills with the ability to interact professionally with internal and external customers
• Advanced skill in Microsoft office software (Word, Excel, PowerPoint, Outlook)
• Highly organized with the ability to successfully manage multiple priorities simultaneously, effectively and efficiently while maintaining confidentiality
• Ability to work with minimal oversight
• Ability to anticipate needs and demonstrate initiative when appropriate
• Able to perform with a high degree of accuracy while meeting deadlines
• Ability to remain calm and professional in stressful situations and to maintain stability of performance under pressure and/or opposition

Competencies:

• Satisfactorily complete competency requirements for the position.

Responsibilities of all employees:

• Represent the Company professionally at all times through care delivered and/or services provided to all clients.
• Comply with all state, federal and local government regulations, maintaining a strong position against fraud and abuse.
• Comply with Company policies, procedures and standard practices.
• Observe Company health, safety and security practices.
• Maintain the confidentiality of patients, families, colleagues and other sensitive situations within the Company.
• Use resources in a fiscally responsible manner.
• Promote the Company through participation in community and professional organizations.
• Participate proactively in improving performance at the organizational, departmental and individual levels.
• Improve own professional knowledge and skill level.
• Advance electronic media skills.
• Support Company research and educational activities.
• Share expertise with co-workers both formally and informally.
• Participate in Quality Assessment Performance Improvement activities as appropriate for the position.

Job Responsibilities:

Executive Support:

• Completes a wide variety of administrative tasks including: managing calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel related meetings.
• Anticipates needs for and provides overall administrative support for the assigned executive(s).
• Serves as the back-up for the receptionist /reception area.
• Manages records, manuals, databases, and files; composes and distributes correspondence, announcements, memoranda, spreadsheets, etc. Maintains in strict confidence all information and documents concerning the Company and any aspect of its operations.
• Provides a bridge for smooth communication between assigned executive(s) and internal departments.
• May process invoices, purchase orders, and expense reports; maintains department budget and expense files.
• Provides coverage in administrative suite, as directed.

Committee Support:

• Prepares for executive level meetings as related to assigned executive(s)’ needs (e.g., committee meetings, strategic planning sessions, etc.); responsible for minutes.

Other:

• Performs other duties as assigned.

Compensation Pay Range:

$55,232.15 - $86,300.24

This position requires consent to drug and/or alcohol testing after a conditional offer of employment is made, as well as on-going compliance with the Drug-Free Workplace Policy.

All Chapters Health System employees performing services for Florida affiliates are submitted through the Florida Care Provider Background Screening Clearinghouse to verify eligibility after a conditional offer of employment is made as well as ongoing eligibility. For more information, please visit https://info.flclearinghouse.com/.